• Job Description

  Req#: A2049-25-0001?language=en&page=79&sort=publicationDateDesc

  Job summary

  We are looking for a proactive and detail-oriented PCN Administrator to join our Primary Care Network (PCN). This is a 12-month fixed-term role with the potential to become permanent. The successful candidate will work over three days each week, spending one day with each of our Occupational Therapy, Dietetics, and Health & Wellbeing teams. This is a rewarding opportunity to support services across five GP practices, playing a vital role in the smooth coordination and delivery of patient care through high-quality administrative support. If you're motivated, organised, and confident working with both patients and healthcare professionals, wed love to hear from you.

  Main duties of the job

  Key responsibilities for the role will include managing waiting lists, booking and coordinating patient appointments, updating clinical systems, and maintaining accurate records. The post-holder will communicate directly with patients regarding appointments and follow-ups, as well as take minutes at team meetings and support effective communication across five GP practices. The role requires the ability to work independently, manage time effectively, and collaborate with a range of healthcare professionals to ensure smooth service delivery and continuity of care.

  About us

  Nexus PCN is located in the centre of the vibrant city of Exeter in Devon and has a population of around 42,000. There are 5 surgeries within the PCN, within close proximity of each other, with excellent inter-personal relations, a good support network and a history of collaborative working. The practices are Mount Pleasant Health Centre, The Heavitree Practice, South Lawn Medical Centre, Isca Medical Practice and Hill Barton Surgery. Our population is diverse, with varying levels of socio-economic status, young families, elderly patients and university students all of whom make providing care very interesting.

  Details

  Date posted

  23 May 2025

  Pay scheme

  Other

  Salary

  £12.21 to £12.94 an hour

  Contract

  Fixed term

  Duration

  12 months

  Working pattern

  Part-time

  Reference number

  A2049-25-0001

  Job locations

  Mount Pleasant Health Centre

  Mount Pleasant Road

  Exeter

  Devon

  EX4 7BW

  
  

  Heavitree Health Centre

  South Lawn Terrace

  Exeter

  EX1 2RX

  
  

  Job description

  Job responsibilities

  Key Duties and Areas of Responsibility:

  • Provide comprehensive administrative support to Dietitians, Occupational Therapists, and the Health & Wellbeing Teams.
  • Respond to patient emails and communications, including appointment bookings, re-bookings, and cancellations.
  • Triaging incoming requests and queries via telephone and email, ensuring timely and appropriate follow-up.
  • Coordinate and schedule clinical sessions using SystmOne and NHSmail Calendar.
  • Manage internal and external post and assist with general correspondence handling.
  • Answer incoming calls professionally, maintaining high standards of care navigation and call quality.
  • Address patient queries, liaising with relevant clinicians as necessary.
  • Communicate with patients via phone, text, email, and letters regarding appointments, group sessions, and service updates.
  • Support group and caseload communications (e.g., DNA/rebook texts, generic placeholder or promotional texts for groups/cohorts).
  • Transfer and record relevant data from clinical correspondence into electronic patient records.
  • Scan and process medical documents into the clinical system.
  • Maintain waiting lists, including clinic and group admin.
  • Make necessary adjustments to clinic schedules and rearrange appointments due to changes (e.g., leave, meetings).
  • Support the setup and maintenance of group sessions, including:

  o Adding patients to waiting lists.

  o Sending appointment confirmations, reminders (text/email), and patient resources.

  o Documenting attendance in SystmOne.

  • Arrange internal meetings (e.g., team meetings, supervision, PLT sessions), including room bookings and minute-taking.
  • Maintain and update electronic databases and systems in accordance with local and national standards.
  • Assist in collecting and managing data for research and service audits.

  Confidentiality:

  In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

  The post-holder may have access to confidential information relating to patients and their carer(s), practice staff and other healthcare workers in the performance of their duties outlined in this job description. They may also have access to information relating to practices within the PCN as a business organisation. All such information from any source is to be regarded as strictly confidential.

  Information relating to patients, carers, colleagues, other healthcare workers or the business of practices within the PCN may only be divulged to authorised persons in accordance with PCN policies and procedures relating to confidentiality and the protection of personal and sensitive data.

  Training and personal development:

  • Training requirements will be monitored by yearly appraisal and will be in accordance with practice requirements. Personal development will be encouraged and supported by the practice. It is the individuals responsibility to remain up to date with recent developments.
  • Participate in the education and training of students of all disciplines and the introduction of all members of the practice staff where appropriate.
  • Enhance own performance through Continuous Professional Development, attendance at courses and study days as deemed useful, and imparting own knowledge and behaviours to meet the needs of the service. Ensure PREP requirements are met.
  • If it is necessary to expand the role to include additional responsibilities, full training will be given.
  • Develop and maintain a Personal Learning Plan.

  Health & Safety:

  The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in Nexus PCN Health & Safety Policy, individual practice Health & Safety Manuals, and practice Control policies and published procedures. This will include:

  • Using personal security systems within the workplace according to practice guidelines.
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
  • Making effective use of training to update knowledge and skills.
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
  • Actively report health and safety hazards and infection hazards immediately when recognized.
  • Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role.
  • Undertaking periodic infection control training (minimum annually).
  • Reporting potential risks identified.

  Equality and Diversity:

  The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

  • Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with PCN procedures and policies, and current legislation.
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
  • Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

  Job description

  Job responsibilities

  Key Duties and Areas of Responsibility:

  • Provide comprehensive administrative support to Dietitians, Occupational Therapists, and the Health & Wellbeing Teams.
  • Respond to patient emails and communications, including appointment bookings, re-bookings, and cancellations.
  • Triaging incoming requests and queries via telephone and email, ensuring timely and appropriate follow-up.
  • Coordinate and schedule clinical sessions using SystmOne and NHSmail Calendar.
  • Manage internal and external post and assist with general correspondence handling.
  • Answer incoming calls professionally, maintaining high standards of care navigation and call quality.
  • Address patient queries, liaising with relevant clinicians as necessary.
  • Communicate with patients via phone, text, email, and letters regarding appointments, group sessions, and service updates.
  • Support group and caseload communications (e.g., DNA/rebook texts, generic placeholder or promotional texts for groups/cohorts).
  • Transfer and record relevant data from clinical correspondence into electronic patient records.
  • Scan and process medical documents into the clinical system.
  • Maintain waiting lists, including clinic and group admin.
  • Make necessary adjustments to clinic schedules and rearrange appointments due to changes (e.g., leave, meetings).
  • Support the setup and maintenance of group sessions, including:

  o Adding patients to waiting lists.

  o Sending appointment confirmations, reminders (text/email), and patient resources.

  o Documenting attendance in SystmOne.

  • Arrange internal meetings (e.g., team meetings, supervision, PLT sessions), including room bookings and minute-taking.
  • Maintain and update electronic databases and systems in accordance with local and national standards.
  • Assist in collecting and managing data for research and service audits.

  Confidentiality:

  In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

  The post-holder may have access to confidential information relating to patients and their carer(s), practice staff and other healthcare workers in the performance of their duties outlined in this job description. They may also have access to information relating to practices within the PCN as a business organisation. All such information from any source is to be regarded as strictly confidential.

  Information relating to patients, carers, colleagues, other healthcare workers or the business of practices within the PCN may only be divulged to authorised persons in accordance with PCN policies and procedures relating to confidentiality and the protection of personal and sensitive data.

  Training and personal development:

  • Training requirements will be monitored by yearly appraisal and will be in accordance with practice requirements. Personal development will be encouraged and supported by the practice. It is the individuals responsibility to remain up to date with recent developments.
  • Participate in the education and training of students of all disciplines and the introduction of all members of the practice staff where appropriate.
  • Enhance own performance through Continuous Professional Development, attendance at courses and study days as deemed useful, and imparting own knowledge and behaviours to meet the needs of the service. Ensure PREP requirements are met.
  • If it is necessary to expand the role to include additional responsibilities, full training will be given.
  • Develop and maintain a Personal Learning Plan.

  Health & Safety:

  The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in Nexus PCN Health & Safety Policy, individual practice Health & Safety Manuals, and practice Control policies and published procedures. This will include:

  • Using personal security systems within the workplace according to practice guidelines.
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
  • Making effective use of training to update knowledge and skills.
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
  • Actively report health and safety hazards and infection hazards immediately when recognized.
  • Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role.
  • Undertaking periodic infection control training (minimum annually).
  • Reporting potential risks identified.

  Equality and Diversity:

  The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

  • Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with PCN procedures and policies, and current legislation.
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
  • Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

  Person Specification

  Qualifications

  Essential

  • Good standard of general education to GCSE or equivalent.
  • Evidence of continuing professional development

  Desirable

  • Educated to NVQ Level 3 in Business Administration or equivalent.

  Experience

  Essential

  • Excellent organisational skills.
  • Excellent communication skills, both written and verbal.
  • Ability to communicate at all levels.
  • Ability to work on own initiative.
  • Ability to prioritise workload.
  • Good IT skills.
  • Experience of working within a multi-disciplinary team.
  • Well versed in use of Microsoft Office (Excel, PP, Word & Outlook).

  Desirable

  • Experience in use of databases.
  • Ideally 2 years experience of working with healthcare professionals and or previous experience in the NHS or social care or relevant field.
  • Knowledge/familiarity with medical terminology.

  Person Specification:

  Essential

  • Proactive and self-motivated.
  • Excellent people skills.
  • Resilient and professional.
  • Able to both recognise and prioritise priorities.
  • Ability to work as part of a team.
  • Trustworthy and dependable.
  • Adaptable and innovative.
  • Enthusiastic with energy and drive.
  • Hard working, reliable and resourceful.
  • Sensitive and empathetic in distressing situations.
  • Ability to work without supervision.

  Person Specification

  Qualifications

  Essential

  • Good standard of general education to GCSE or equivalent.
  • Evidence of continuing professional development

  Desirable

  • Educated to NVQ Level 3 in Business Administration or equivalent.

  Experience

  Essential

  • Excellent organisational skills.
  • Excellent communication skills, both written and verbal.
  • Ability to communicate at all levels.
  • Ability to work on own initiative.
  • Ability to prioritise workload.
  • Good IT skills.
  • Experience of working within a multi-disciplinary team.
  • Well versed in use of Microsoft Office (Excel, PP, Word & Outlook).

  Desirable

  • Experience in use of databases.
  • Ideally 2 years experience of working with healthcare professionals and or previous experience in the NHS or social care or relevant field.
  • Knowledge/familiarity with medical terminology.

  Person Specification:

  Essential

  • Proactive and self-motivated.
  • Excellent people skills.
  • Resilient and professional.
  • Able to both recognise and prioritise priorities.
  • Ability to work as part of a team.
  • Trustworthy and dependable.
  • Adaptable and innovative.
  • Enthusiastic with energy and drive.
  • Hard working, reliable and resourceful.
  • Sensitive and empathetic in distressing situations.
  • Ability to work without supervision.

  Disclosure and Barring Service Check

  This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

  Employer details

  Employer name

  Nexus Devon Primary Care Network

  Address

  Mount Pleasant Health Centre

  Mount Pleasant Road

  Exeter

  Devon

  EX4 7BW

  
  

  Employer's website

  https://www.mountpleasanthealthcentre.co.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Nexus Devon Primary Care Network

  Address

  Mount Pleasant Health Centre

  Mount Pleasant Road

  Exeter

  Devon

  EX4 7BW

  
  

  Employer's website

  https://www.mountpleasanthealthcentre.co.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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